At BCT Partners, our greatest strength is our people. We care passionately about creating a diverse and equitable society. We combine this commitment with specialized expertise around topics such as unconscious bias and inclusive management and use insights from big data, machine learning, and precision analytics to develop solutions that lead to societal change.

BCT offers a competitive total compensation package that, for this position, includes base salary with a starting annual range between $50,000 and $55,000 (negotiable, based on qualifications), along with a generous benefits package. BCT’s benefits include heavily subsidized medical, dental and vision coverage, fully vested 401k plan with company match, company paid life and disability insurance plans, and a strong work-life balance/time-off structure.

The Administrative Support Specialist will assist the Regional Office in collecting and analyzing data and will maintain information technology applications and systems. He/she/they will collect, aggregate, enter and update data maintained in OHS and OGM systems, databases, spreadsheets and internet-based applications, and will conduct both basic and complex data analysis to produce management information reports. The Administrative Support Specialist will produce standardized document templates, mail merge files and other correspondence, and prepare and disseminate both individual and mass correspondence for distribution to recipients. He/she/they will develop plans and reports and maintain official records to improve the overall effectiveness and efficiency of Regional Office operations.

Key Responsibilities[1]:

These functions provide necessary support to the client’s staff in managing Head Start and Early Head Start grant programs.

• Collect, aggregate, enter and update data maintained in OHS and OGM systems, databases, spreadsheets and internet-based applications.
• Conduct both basic and complex data analysis to produce management information reports.
• Produce standardized document templates, mail merge files and other correspondence; prepare and disseminate both individual and mass correspondence for distribution to recipients.
• Develop plans, and report and maintain official records to improve the overall effectiveness and efficiency of Region Office operations.

To fulfill these requirements, the Administrative Support Specialist will:

Information Systems Support: Assist with data entry and management for existing federal government management information systems and existing government data management systems such as relational databases and spreadsheets. Specific activities may include:

• Ensure timely entry and maintenance of data contained in existing management information systems to reflect any changes in key contact and characteristic data of recipients.
• Maintain standardized funding guidance letter templates and accurate recipient funding and enrollment and key contact information in mail merge databases in order to generate timely and accurate recipient funding guidance letters in accordance with identified timelines.
• Develop written documentation including analytical reports, work plans, and procedures to strengthen Regional Office information and records management systems such as written training materials as well as procedures to ensure effective implementation of modifications and improvements.
• Maintain email distribution lists of Head Start recipients, state partners, and stakeholders including the development of standard and customized email lists.
• Design and produce management information reports, as requested by the COR.

Program and Performance Analysis: Assist collecting, aggregating, and analyzing organizational, management, program, and financial characteristic and performance data at individual recipient, State and Regional levels. Utilize existing database and spreadsheet applications to support data collection, compilation and analysis. Activities include the following:

• Develop forms and protocols to support internal data collection, conduct data collection and entry activities, and develop quality assurance processes to ensure the validity of data collection.
• Compile and analyze data to identify both quantitative and qualitative results and highlight trends and patterns in data analysis. Develop high quality written reports explaining results of data compilation and analysis activities. Prepare correspondence on the results of data analysis including trend analysis, identification of areas of improvement as well as recommendations for improvement.
• Design and produce management information reports from existing systems as requested by the COR.

Monitoring System Support: Provide administrative and data management support for Regional and National Head Start on-site monitoring reviews and other activities related to the Head Start monitoring system.

• Use existing data systems to collect and monitor data related to the OHS monitoring process. Act as Regional point-of-contact for tracking all draft review reports for regional comments, final reports, and follow-up noncompliance or deficiency corrective action dates.
• Review existing electronic data systems to ensure that key records related to the OHS monitoring process are uploaded to these systems in a timely manner. Identify missing documents and communicate with relevant Regional Office staff regarding missing documents.
• Maintain electronic files and trackers for monitoring/correction timelines and extensions. Track Regional concerns, Areas of Noncompliance, and Deficiencies. Develop process for obtaining national, regional, and state monitoring data trends. Track completed, signed reports and report issue dates.
• Produce management information reports as requested by the COR.

Issues Tracking: Provide administrative, data entry and management, and technical writing support for Regional Office systems used to track and resolve a variety of issues involving Head Start recipients.

• Utilize existing electronic data systems to review and monitor the status of recipient issues and generate status and management reports as required by the COR.
• Support the timely resolution of identified issues through active monitoring of issues and follow up with appropriate staff and the provision of technical editing support as needed.
• Analyze issues data and look for trends and patterns. Make recommendations on results of data analysis.
• Produce analysis and management information reports as requested by the COR.

Special Initiatives and Projects: Periodically OHS may identify various initiatives or projects resulting from national directives, legislation and/or policy decisions. In support of these initiatives and projects and under the direction of the COR, the Information Management Support Specialist shall:

• Provide effective project management support to ensure the timely completion of these projects and initiatives, including coordination of workflow and activities, data aggregation and analysis, and quality assurance of various work products related to such projects.
• Utilize internal and external data management systems to develop timely and accurate data sets, summarize facts, trends and conclusions, and produce reports and information in support of the project; develop additional data management processes to supplement existing systems.
• Draft written reports and correspondence, and develop presentation materials including speaking points, electronic presentations, and written information related to projects.

Systems Integration and Improvement: Periodically provide support to the Regional Office in assessing and improving business processes and systems for information and records management.

• Conduct comprehensive analysis of specified business or records management processes and systems in accordance with applicable federal regulations and develop a Regional Metrics Report to include specific recommendations for process effectiveness and timeliness improvements.
• Develop written documentation including analytical reports, work plans, and procedures to strengthen Regional Office information and records management systems in accordance with applicable federal regulations.
• Develop written training materials as well as procedures to ensure effective implementation of modifications and improvements.

Perform other reasonable tasks as assigned by management in support of BCT’s goals and objectives.

Skills, Knowledge, and Experience:

• A bachelor’s degree from an accredited university or college, in a field directly related to task activities.
• Three years of relevant post-baccalaureate professional experience directly related to the task activities.
• Demonstrated proficiency in utilizing a variety of web-based and commercial off-the-shelf data management software packages.
• Ability to aggregate, analyze and present data gathered from multiple sources.
• Demonstrated ability to produce high quality written products such as memoranda, presentations and correspondence.
• Ability to use existing data systems to monitor various data related to the OHS monitoring review process. This data includes, but is not limited to, monitoring review schedules, regulatory deficiencies and areas of noncompliance, timelines for submission of quality improvement plans, timelines for corrective actions and status of recipient corrective actions.
• Design and produce various management information reports on a periodic, cyclical or ad hoc basis as requested by the Regional Office.
• Proven ability to effectively communicate, both orally and in writing, exercise sound judgment, ask questions and be open to the input and decisions of others.
• Experience aggregating, analyzing, charting, graphing and reporting on and presenting data gathered from multiple sources.
• Strong organizational, administrative and project coordination skills, and the ability to effectively manage multiple priorities.
• Strong interpersonal skills, with the proven ability to collaborate and build relationships with staff, clients, remote colleagues and supervisors, and others.
• Able to, both independently and collaboratively, solve problems, make decisions and support change.
• Computer, Internet and general proficiency with Microsoft Outlook, Word and PowerPoint; advanced knowledge and experience with Microsoft Excel is required; experience with Grant Solutions preferred.

Our Clients
The US Department of Human Services, Administration of Children and Families (ACF), Office of Head Start (OHS). OHS’ mission is to promote school readiness by enhancing the social and cognitive development of low-income children through health, educational, nutritional, social, and other services, as necessary. The Head Start Regional Office is the funding agency to recipients that provide Head Start (HS) and Early Head Start (EHS) services to pregnant women and children from birth to age 5. OHS provides oversight of these recipients through monitoring and technical assistance, often with the support of partners like BCT. BCT takes great pride in supporting our clients: the OHS Regional Office, its recipients and the communities they serve.

Job Type: Full-time

Pay: $50,000.00 - $55,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

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